1. INTRODUCTION

DispatchPilot ("we," "our," or "us") operates a logistics management platform and SMS communication services (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services.

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Services.

2. INFORMATION WE COLLECT

2.1 Personal Information

We collect the following personal information:

• Full name
• Email address
• Phone number
• Driver's license number (for drivers only)
• Company affiliation and role
• Location data (for active load tracking)
• Emergency contact information

2.2 SMS Communication Data

• Mobile phone numbers
• Message content and timestamps
• SMS opt-in/opt-out status and preferences
• Carrier information
• Message delivery confirmations
• Consent records and timestamps

2.3 Load and Logistics Data

• Load details (pickup/delivery locations, times, cargo information)
• Bills of Lading (BOL)
• Proof of Delivery (POD) documents
• Route information and tracking data
• Performance metrics and delivery history

2.4 Technical Information

• IP address
• Browser type and version
• Device information
• Usage data and analytics
• Cookies and similar tracking technologies

3. HOW WE USE YOUR INFORMATION

We use the collected information for the following purposes:

• To facilitate dispatch and delivery operations
• To send load assignments and updates through the driver app and, for drivers who opt in, SMS
• To process and verify delivery documentation
• To provide real-time communication between dispatchers and drivers
• To improve our Services and platform functionality
• To comply with legal and regulatory requirements
• To prevent fraud and ensure platform security
• To analyze performance and operational efficiency
• To respond to customer service requests
• To send administrative information and updates

4. SMS MESSAGING AND CONSENT

4.1 Opt-In Requirements

SMS is optional, and we require explicit opt-in consent before sending SMS messages. SMS is optional. Drivers using only the app do not need SMS consent.A driver who chooses SMS:

• Signs in to the authenticated DispatchPilot Driver app with the account issued by their carrier
• Reviews the carrier-specific SMS disclosure and confirms the mobile number on their profile
• Affirmatively consents to receive SMS messages and completes a verification challenge

Consent is not a condition of employment. Declining or withdrawing SMS consent does not affect your employment or your use of the DispatchPilot Driver app.

4.2 Message Types

SMS messages may include:

• Load assignments & updates
• Pickup/delivery confirmations
• Document upload reminders
• Route changes & alerts
• Safety compliance notices

Drivers may reply to a message to reach dispatch.

4.3 Message Frequency

1-20 messages per day, depending on dispatch activity. Message and data rates may apply.

4.4 Opt-Out Rights

You may opt-out of SMS messages at any time by:

• Replying STOP to any message
• Contacting your administrator or dispatcher
• Updating preferences in the driver portal

Upon opt-out, you will receive a confirmation message and no further SMS messages will be sent. Opt-out records are retained indefinitely for compliance purposes.

4.5 Help and Support

Reply HELP to any message for assistance or contact support at the information provided below. Mobile information is used for operational dispatch communications and is not sold or shared with third parties for promotional or marketing purposes.

5. DATA SHARING AND DISCLOSURE

We may share your information in the following circumstances:

5.1 Within Your Company

All data is shared within your logistics company for operational purposes, including with dispatchers, administrators, and other authorized personnel.

5.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, including:

• Third-party SMS delivery providers
• Cloud storage providers
• AI and machine learning service providers
• Analytics services
• Payment processors

AI Processing

DispatchPilot uses trusted third-party AI and cloud service providers that process information on our behalf to deliver AI features. The provider used depends on the feature and may change when a fallback is needed. Messages, photos and documents, together with relevant conversation, company, driver, load, vehicle and available location information, may be shared with these providers to answer dispatch questions, assess photos, extract document information, find repair options and assist with load and ETA workflows. AI can make mistakes.

The driver app's AI processing permission screen identifies this sharing and asks for your choice before new AI processing. This permission is separate from company AI settings and SMS consent. In app versions with this control, you can review or withdraw permission in Settings; human-only conversations remain available. Withdrawal stops future AI requests from that app and cannot recall information already sent. Access to earlier messages and documents is unchanged.

A current list of the AI service providers we use is available on request at privacy@dispatchpilot.app.

Improving Our AI Models

We use the files that companies and drivers upload to the Service (documents, photos and videos) and the labels people confirm (for example, a correction to what the system read from a document, or a confirmation of what a photo or document shows) to train and improve DispatchPilot's own AI models, as described in Section 6.3 of our Terms of Service. This includes regulated categories: drug and alcohol testing records, Clearinghouse results, background and MVR reports, and medical certificates. We use this material internally, and we de-identify it where practical.

Learning how documents are laid out is shared across customers and uses structural layout information only (such as a shipper's business name and location, printed label names and field positions), never the values on your documents.

Default and opt-out. Companies are opted in by default. A company administrator can opt out at any time in the DispatchPilot dashboard under Settings, in the Data Use tab (the Model training card), and can opt back in there too. Opting out excludes the company's data from training use. It does not delete any file: files are still retained as described under Data Retention. Enterprise agreements may include different terms.

5.3 Legal Requirements

We may disclose information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect rights, property, or safety.

5.4 Business Transfers

In connection with any merger, sale of company assets, or acquisition, your information may be transferred to the acquiring entity.

6. DATA SECURITY

We implement appropriate technical and organizational security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Limited access on a need-to-know basis
• Employee training on data protection
• Incident response procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. DATA RETENTION

We retain your information for as long as necessary to provide our Services and comply with legal obligations:

• Active account data: Retained while account is active
• Uploaded files (documents, photos and videos, including driver identity documents such as CDL scans, medical certificates and avatar photos): Kept indefinitely in our storage provider. Deleting an item in DispatchPilot removes it from the product, but the original file is retained, including after a company opts out of model training
• Loads, trucks, trailers and documents: Retained while you are a customer. A deleted load (with its documents and status history), truck, trailer or document is kept for at least seven years after deletion; it is permanently removed only after your company's administrators have been notified at least 30 days in advance. The original uploaded files are retained as described above
• Records of a removed driver (profile, personal details and history): Kept for at least seven years after removal; permanently removed only after your company's administrators have been notified at least 30 days in advance. Files the driver uploaded are retained as described above
• Repair and preventive-maintenance records of a removed truck or trailer: Retained with the company's records while the account is active
• Legally required signed and rate-confirmation records: Retained in anonymized form for the applicable regulatory hold, up to 7 years
• Text messages (SMS) and their logs: Retained while you are a customer, for at least seven years after a message is sent; permanently removed only after your company's administrators have been notified at least 30 days in advance
• Opt-out records: Retained indefinitely for compliance with TCPA
• Financial records: Retained per applicable tax and accounting requirements

8. YOUR RIGHTS

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate data
• Deletion: Ask us to delete your account and personal information. Our support team removes your records and ends your access. Your email address, phone number and username are replaced with placeholders, and so is your name unless it is on a record the law requires us to keep. Uploaded files and the labels derived from them are kept for AI training, as described in Section 7 (Data Retention), and records the law requires us to keep are retained for the required period
• Opt-out: Opt-out of SMS communications at any time
• Portability: Request your data in a portable format
• Restriction: Request restriction of processing in certain circumstances
• Objection: Object to processing based on legitimate interests

To exercise these rights, contact us using the information provided below. We will respond to your request within 30 days, or as required by applicable law.

9. CHILDREN'S PRIVACY

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn we have collected information from a child under 18, we will delete it promptly. If you believe we have information from or about a child under 18, please contact us.

10. INTERNATIONAL DATA TRANSFERS

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws different from those in your country. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy, including standard contractual clauses approved by relevant authorities.

11. CALIFORNIA PRIVACY RIGHTS

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect, use, disclose, and sell
• Right to delete personal information (subject to exceptions, including the retention described in Section 7: uploaded files and the labels derived from them are kept, and so are records the law requires us to keep)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

To exercise these rights, California residents may contact us using the methods described below. We will verify your identity before processing your request.

12. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Effective Date" at the top
• Sending email notification for material changes
• Providing notice through the platform

Your continued use of our Services after any changes indicates acceptance of the updated Privacy Policy.

13. CONTACT INFORMATION

For questions about this Privacy Policy or our data practices, contact us at:

DispatchPilot Privacy Team

Email: privacy@dispatchpilot.app

Web: dispatchpilot.app/contact